Registered Training Organisations

document-management-solution-registered-training-organisation

Who, what, where, when?

RTOs can be overwhelmed with many challenges, from keeping up with student files and course information, training standards, as well as staying on top of what is needed for compliance. It can be hard to stay abreast of the ongoing requirements and what needs to be done to make this happen.

M-Files can help by having the information you need at your fingertips as well as keeping abreast of what needs to be done with customised workflows.

A system that will integrate and work with VETrak, RTOmanager and Novacore, just to name a few. This means all of your information and knowledge is in a one stop shop.

Not enough of you to go around?

Keeping on top of student records can be time consuming as well as frustrating, especially if someone else has been in the file before you. M-Files can streamline this, by having what you need, when you need it at your fingertips.

Automatic reminders can also be set so important dates don’t get missed. No more wasted time, it is all about being able to get more done with the time you have. With a click, you will be able see what other courses students have completed and have reminders when they are due for renewal.

Enabling you to meet client demands and provide a high level of service, M-Files will take the frustration out of managing tasks by automating them in a simplified manner. Take the hassle out of staying on top of compliance requirements.

M-Files will have information brought together for auditors in minutes as well as reminding you of tasks that need to be completed.

paperless-rto-solution-documents

Time to take back control of your work life

We seem to have less and less time to do what we need and want to do. M-Files will greatly increase your productivity, giving you more time to spend on increasing your business success as well as personal time for doing the things you love.

Being time poor is a choice, now there is a solution. M-Files will help manage your time by streamlining your processes and eliminating the non-productive, time wasting things that often make up a large portion of a day.

All at an affordable price point with many options to meet any budget.

Click on one of the buttons below to get a free trial or an instant quote. As a registered training organisation, you will be impressed with the small outlay and ease of use.

To read the full transcript of the video, please click here

Registered Training Organisation video transcript

Overview

 Hello and welcome to this demonstration of M-Files for registered Training Organisations.  At the end of this presentation, I’ll give you details to download a free trial of M-Files, so you can see it for yourself, in your own environment.  There’ll also be an opportunity to download an instant quote, so you’ve got an estimate of costs for the solution as well.  To give you an overview of where we’re headed today, what this is all about is a way to centralize all the company’s information.   Whether that’s your paper-based files, your electronic documents, emails, invoices, reports, anything coming in or going out is all captured into a central system. We need to be able to achieve that quicker and easier than your current manual processes, so we are not adding a job to the day.  Most importantly, it’s all about retrieva.  Allowing you to find any piece of information, instantly, by who it’s from, what it’s about, when it came in, a course name, a student number, anything at all and we have it up on the screen immediately.  In the third and last part of the processes is where it really all comes together.  We will look at things like assignments, workflows, version control document collaboration, all the actionable items that you do with this information and how that can be tracked, managed and simplified. You’ll get a good feel for what it’s all about and its potential benefits for you.

About Us

Here is a little bit about M-Files and ourselves as an organization.  We have been specializing in this for over 20 years.  We do a lot of work with other RTOs and other training organizations and have had tremendous results for them.  You have a lot of information; a lot of regulation and we have found that this has brought it all together nicely.

Here are some of the current pain points that we often see with our RTOs.  I’m sure that some of these, if not all of them, will resonate with you.  These are some of the problems and challenges, that we’re going to solve utilizing the M-Files system.

Security

Let’s have a look at how it works. now the whole system is password-protected, so we’ve got a login, which means we can set up different security levels for different people within the organization.  There might be a general filing area that everyone can see.  There might be a HR, Payroll that only two or three people can access.  Different security levels, depending on what’s required.  From there we can set up individual user rights, where some people get to annotate, edit, append, delete.  Other people may get read-only rights.  Behind the scenes, every action that is taken within the system, is automatically tracked and recorded.  You’ll know who’s looked at what document when, who’s approved a quote, who’s updated a version of course material.  You’ll have that answer available to you immediately.

Looks Familiar

 The nice thing about M-Files is, it looks and feels like Windows Explorer.  There’s really no learning curve.  Where you’ve got server drives and folders and subfolders all the way down to client files, and a client of ours is Bloggs, that we’re working with, just like Windows Explorer.  If we click on this folder, we get a list of documents.  Like Windows Explorer, if you click on a document, you get a preview of that on the right-hand side.  The nice thing about this being based on a folder structure is, it’s instantly usable.  We’re all familiar with it.  Of course, the problem with folder-based systems are they don’t work.  If you name it incorrectly, put it in the wrong spot or if you and I have differing opinions on how we think it should be named or where it should be stored, it can then be very difficult to find and retrieve.  We take a vastly different approach.  Instead of having to name the document correctly and put it in the right spot, what if we had dozens of different links that linked back to it and you could search for it by who it’s from, what it’s about, when it came in, a key word off a document, a student name or number and we have it available to you?  We call those links metadata.  The metadata for this document is listed at the bottom, where we’ve noted the client we’re working with, the job we’re doing for them, document types, dates, workflows etc.  Because we tend to file and find using metadata, the old folder-based search method generally becomes redundant.  This example of metadata is just that, an example.  We will custom build this specifically around your organization, your procedures and processes.  We’ll use this as a generic example for today.

Capturing your information/documents

Looking at the first part of the system, let’s look at ways of capturing information to make sure the input or process is quick and easy.  Let’s say, we’ve got some correspondence to one of your clients.  This might be letterhead.  It might be a word document.  It could be a spreadsheet.  It might be a photo or video.  Any file format whatsoever, can be saved in the system.  How do we save it?  The same way you do.  We simply click on save.  Instead of saving it in your folders on your server, we now save it in the M file system, which also lives on your server.  M-Files asks us to categorize this.  Would you put this under client files, company admin, course material, general admin that everyone can see, HR, student files?  You have various groups and departments already established.  Inside a department you have document types, you have invoices, reports, correspondence etc.  In this example, we’re going to call it client correspondence and it says, all great which job is at for?  Instead of having to type them all in, wouldn’t it be nice if we could pick it from a pre-set list?  If you have an existing CRM or client management tool in place already, or another database, we can link back to it.  Instead of typing them all in, we pick from it and when we select the job that we’re working on, it says, I know things about this job.  I know who the overriding customer is, do you want me to fill out Auto fields and we say yes.  These are what we call parent-child fields.  It’s just an example, but where we’re trying to select one piece of information, it fills out the rest.  It might have the course that they’re involved in, when you worked with them, who their account manager is, all that can be automatically filled out.  We pop in today’s date and that one is added to the system.  You continue to work on the document as you normally do and now that we are finished, it is saved into M-Files.  We have captured our first document.  The preview is shown on the right and it’s metadata is listed at the bottom.

Templates

Let’s do this again, but a far quicker and easier way.  Because M-Files runs all day you can build new documents from within the system.  Instead of building a document from scratch, under client files, one of our clients has requested a report, a consultant report and it launches your reporting template.  The nice thing about managing templates in here is, if you change the reporting template, it’s then globally changed and everybody’s on that new version moving forward.  We use this template and M-Files asks us to fill out the bulk of the filing fields as we had previously, but it sets up automatic naming convention, which I’ll come back to.  We hit create and our template is launched, which is in Word.  We have your letterhead on top and I’ve asked M-Files to fill out the bulk of the form for me.  These items in dark grey are metadata that’s come from M-Files and being inserted into your document.  Often information from M-Files has come from your existing databases, but if you wanted to put in, say the document version number using our M-Files tab we can insert additional metadata fields in this case our version number and that’s another item in dark grey.  Later I’m going to change this version and you’ll see that it will go from version one to version two.  We’re finished with this one and we save this into the system.  We have captured our second document.  Its preview is shown on the right and its metadata is listed at the bottom.  Now I’ve set up an automatic naming convention.  I love automatic naming, it filled out what it is, who it’s for, the course, training work we’re doing and even the dates.  You can have whatever combination you want.  I didn’t have to fill any of this out.  I didn’t have to spell it correctly.  I didn’t have to adhere to your crazy rules about how I’m supposed to file things.  It’s done it all for me automatically.  This also means that everything going in and out of the building is named in a consistent method, which is much more professional.

Capture emails quickly and easily

Let’s have a look at Outlook and emails.  Emails are notoriously difficult to capture and file. Some of the problems with the emails; first, is they are an editable type document.  They’ve got attachments.  They don’t comply with the Electronic Act.  I’ve sent it to you as an individual and have no idea whether you’ve dealt with it and then six months later, you run out of space and you delete them, disaster.  Luckily M-Files integrates Outlook into the filing system.  To file something, all we do is drag and drop it.  This email I see, is an IT agreement from our IT supplier to me.  That sounds like company correspondence.  I drag and drop it into this department and it fills it out for me.  It puts in the subject line, based on the subject line of your email.  It puts in the dates, email addresses, so there’s really nothing to do but hit create and that one’s added to the system.  You’ve automatically complied with the Electronics Act.  It’s all backed up on the server.  A couple of nice things to note, when you file something in M-Files, from Outlook, it’s automatically given a blue category.  Visually, I can see that one out of four emails have been captured.  If I email this through to you and to Michelle in your office, who’s responsible for filing it?  Of course, you have no idea.  You both might do it or none of you may do it.  Let’s say Michelle’s filed it.  When you go to file it into the system, it tells you it’s already been done.  It saves on email duplication.  How much time and space are wasted capturing duplicate emails?  The file format that we saved this in, is an Outlook email, so when you open it you can reply, forward, open the attachments.  We have it as a useful email message, not as a piece of paper in a filing cabinet.  I’m going to file another email but do this one a different way.  This one has an attachment in it and often when people send you an email with an attachment, it’s more the attachment that you’re after, than the email itself.  I’m going to ask M-Files to separate out and automatically file all the attachments for me. Because, this is from one of our clients, I’m going to put this under client correspondence, a different Department and M-Files fills out the bulk of the fields.  It just asked me to fill out the job and everything else is done for me.  I hit create and it’s added to M-Files.  It too gets a blue category.  When we go into the M-Files system, instead of simply having an email which we can click on and open, this one’s been put in a folder, where we have our email available to us if we need it, but more importantly, the attachment is there and if you were to search for the word, cabinets, within your filing system, it would take you straight to the attachment, which is really what you wanted.  You’ve also got the email there as well.

Scanning documents

If it’s a piece of paper, we can run it through a high-speed scanner, something like this as an example, where you load up the stack of pages.  It’ll scan them through at 70 pages a minute, straight up onto the screen or we can make use of your existing photo copiers or other scanning devices.  We do find this is a great ergonomic unit for the person opening the mail, so they’re not having to go to the back office and use the photocopier.  They can do it all from the one location.  There are many ways of scanning into the system.  One way is to right-click and add document from scanner.   I’m not going to do batch scanning, but if we opened the mail and scanned it through, it would ask who’s it from, what’s it about, where would you like to file it.

Importing existing documents

I can do batch importing, which is effectively the same thing.  I’ve put together some example documents that we’re going to file, as a batch.  We navigate through to the folder where the documents are, and it opens the first one on the right-hand side and shows a preview of what we’re filing.   We fill out our usual metadata fields, like we had previously and when I hit create, you’ll see the first one is added to the system.  Our activity summary, the next document is our consultancy agreement for Bloggs.  It has opened its preview and is shown on the right.  Its name has been maintained.  Of course, the whole point of your groups, of documents, your folders is, they are already grouped.  We know this is the correspondence folder for this client.  Why don’t we say create all and when we do that, each of the documents are added to the system.  The original file format is maintained.  Your original naming convention and document dates are maintained.   You can also search for it via any of the keywords off the document, as well as via any other metadata.  It takes around 10 seconds to capture a folder.  If you look at how many folders and subfolders you have you’ll be able to very quickly capture that information.

Linking to your existing folders

 What if we could map back to your existing network drives?  What if you had a Z drive, where all your folders and subfolders live.  We call this a traditional folder and we have mapped back to your traditional folder, your Z drive.  I don’t have any documents in here but if I did that would have all your folders and subfolders as they look in your Z Drive today.

Retrieving Documents/Information

 That’s the first part of the system, which is capture.  Let’s now look at the second part of M-Files, which is instant retrieval.  This is where you will start to see the major benefits.  If you wanted to know what time the sunset was tonight, then in Google, you’d put in your location, the word sunset and you’d get yourself an instant answer.  You don’t need to know that the information came from a spreadsheet, 20 folders deep on a server in Sydney.  You don’t really care.  You just want the answer.  Wouldn’t it be nice if your filing system worked the same way?   If it allowed you to find things, based on what it is you wanted.  We don’t have to remember how it was named or which folder it was put in.  That’s how it works.  Very vaguely, I’m just going to do a search for the word Bloggs because, that’s all I know.  I do a search for that and I get documents totalling 19.  It highlights where the word appears in the name, which is nice.  It shows me where it appears multiple times through the metadata and each of the instances throughout our document.  But, I’ve got 19.  Too many, I remember it had something to do with an invoice.  I’d like to narrow it down, so I add in a second word and it narrows it down to 3.  It shows me where both words appear in the name, the metadata and throughout our document.  99 times out of 100, you know who you’re talking to.  You know what you’re looking for and you drill it down to a couple of documents every time.  What that really means is, no more telephone tag.  Any inquiry for those 50 to 100 bits and pieces we all look for each day of information, we have the answer in seconds instead of minutes.

Customising your shortcuts for searching

Depending on where you’re sitting within the organization, you’re going to want things very different ways.  If you’re in client services versus admin, versus HR or accounts, you’re going to want things very different ways.  Instead of trying to set up multiple filing systems, which is what people generally do in their folder system, where they have their own information silos on their desktops etc, what we do with M-Files is, we create searches specifically for you, depending on what you need.  It appears, as if the entire filing solution revolves around you and your role in the business.  I’ve set up some example searches on the site, across the whole business.  You might say, show me all our client files and we have all our various clients.  When I click on our client Bloggs, I have contact information or CRM information for them.  This of course, might be available in other databases but it can all now also be available in M-Files.  Perhaps you’d like to look at it from a student point of view.  If we go into our student View, we can see there’s various courses they have done and inside each course is the relevant documents for that person.  It’s folder structure is maintained.  Maybe you’d like to look at it from a HR point of view.  If we look at our employee Angela, I can see she has an employee contract, leave applications and a performance appraisal.  If we go into her performance appraisal, it’s automatically named by what it is, who it’s for and when it was done.  Then we have a preview of their appraisal showing on the right-hand side.  Maybe you’d like to look at it from an Asset Register point of view and we can see that with this PC, it says, who we bought it from, how much it was, serial number, whose desk it’s on etc.  Even things like warranty expiration dates can be listed.  Perhaps from an accounts point of view, you might say, show me your supplier invoices that have been entered and are ready for payment this week.   We can see that there’s one here for the landscaping, with the details with it.  We even can see who it’s assigned to, for them to pay it, when it’s due for paying, accounting codes etc.  The one that I use all the time is, recently accessed by me.  I’m always going back to documents I’ve recently worked on and one of those things is our report that we worked on earlier.  What we are trying to demonstrate is the ability to find what you need, the moment you need it.  This really takes the pressure off staff, so we can do more of the important work.

Processing Documents

 Annotations

Now that we found some information, you often want to work on it.  If I had sent this email through to you and to Michelle to work on, you did make some changes send it back to me and I’ve somehow have to get it collated and bring it all together.  With M-Files, what if you could all mark it up at the same time?  Instead of producing it as a piece of paper, we can highlight sections, suggest we scrub out parts, draw arrows on it, maybe put a post-it note on it, that doesn’t fall off.  We are annotating over the top of this document not on the original.  You can print this with or without the notes.  We can rubber stamp it approved and even sign it with these signatures.  These annotations are floating over the top of the document not on the original.

Simple Version Control

 If you want to change the original document, we have a simple checkout process.  Whilst this is checked out to me, only I can change it.  Everybody else can view it, but only I can make changes.   I’ve decided to change the colour.  I’m finished with my changes, so I save it back into the system, so everybody else can use it again.  When we click on our report, we can see that it’s red, but it also says version 2.  I think, well that’s interesting, how did that come about?  I can ask for the documents history and I can see version 1 and 2.  I can see they were created 11 minutes apart by the same user.  In your case, of course, it might be weeks apart by different staff members, but we will use this one as an example.  We’ll open that one up in Word to see where we’re currently are at.  M-Files have said wouldn’t it be nice to see the history of this document, using the compare feature? I can open the original and the current at the same time and you can see the differences between our documents.  I think version 2 is awful.  I want to go back to version 1, so I close this down.  I click on the version I like, and I say can we roll back to the earlier version and M-Files says yes.  It creates version 3, one minute later.  Back to back, instant and easy version control, that cannot be circumvented by staff.

 Distributing Documents

Now that we found some information, you often want to send it to somebody.  A common feature in any program, is to right-click and send a copy by email.  It attaches it as it is a Word document.  You can hit Send.  You don’t want to send it out as an editable Word document, so in your world, you open it in Word, save it as a PDF on the desktop, attach it, send it and delete it from the desktop.  That’s way too hard.  We know you want to do those sorts of things, so M-Files will do all that for you with our sender as a PDF by email option.  It opens it, converts it to a PDF and attaches it and is ready to be sent.  You’ll see niceties like that throughout the whole M-Files experience.  Just simple day-to-day processes made so much easier.  When you send this report off to your client, shouldn’t she be filing that?  Isn’t that a business transaction?  We give you the ability to do that with one button.  Our send and save to M-Files allows you to do both at the same time.

The Power of Metadata

That’s the first two parts of the system, filing and finding of documents using metadata.  That within itself should look like a brilliant productivity result, having what you need available to you, the moment you need it every single time.  What if we can apply this theory of metadata to other things within the organization?  What if you could have metadata around clients, contacts, students, staff members, courses?  You’ll then start to see that all your information like emails, Word documents, PDFs and all your knowledge, status of jobs, course revisions, email addresses, can now all be brought together into one place.  A one-stop shop for all your information and knowledge.

The best way to start to show you the third and last part of the process is, we’re first going to do a search by all staff.  We do a search for all employees and there’s 13 of us.  If you click on me as an example, there is metadata for me the employee.  It says that I’m a director and a consultant, so I have multiple roles.  I have addresses, phone numbers, contact details, emergency contact information etc.  This is metadata now for me as an employee.   Instead of just metadata for documents, we can have it for other things within the business.  Everywhere throughout M-Files, you’ll see these little arrows, which means there are things associated with me.  When we click on the arrow, we can see that I’m working on six jobs.  Currently, I’ve got five employees in my team and five outstanding assignments.  Let’s go down further.  One of the jobs that I’m working with, was for Bloggs and if we click on Bloggs, who is the client, it shows us who is the overriding customer Bloggs Pty Ltd.  When we click on their card, we get all their CRM information, addresses, phone numbers, contact details, who their account manager is etc.  What’s linked to Bloggs as well, as it turns out, are some documents.  If we go into their documents folder, we have our report.  Because we’re clicking on our document again, we get our documents preview and our documents metadata.  Also, what’s linked to the document, as it turns out, is an annotation, our client, a job.  Even if we went into the annotation for this document, it’s attached back to the original document.  Wherever you are within the EM file system, whether within a job, a client, contact, supplier, staff member, everything is related back to everything else.

 Assignments, Task, Approvals

Where that becomes particularly useful, is in a simple day-to-day example.  If I asked you to call Bloggs, regarding that report, how do I get your attention?  Do I send you a long email you don’t understand?  Do I come and interrupt you, but you’re in this meeting?  Do I put a post-it note on your screen?  Even if I get your attention, how do I know you’ve done your job?  Do I have to follow up with you tomorrow?  That takes up your time and my time.  Instead of having unmanaged plastic in trays, what if they could be replaced by managed electronic in trays.  Simple jobs are now called assignments.  My assignment for you is to call Bloggs.   I’m going to give you a bit more information with what you need to do.  I’m going to allocate it to the clients file, so I’ve got a permanent record that I’ve requested this of you.  The deadline I’m giving you though is today.  It’s a short deadline to get this one completed.  As I’m set up in the system, I will assign it to myself and I’ll receive email notification telling me to do my job.  We get a notification from Outlook.  Let’s say, I’ve somehow asked you to do this work, how do you go about doing it?  First, where’s the phone number for Bloggs.  Is that in Outlook contacts, your own database, on a business card?  Once you’ve got the phone number, where’s the document?  Is that the one that you emailed to them?  Is that the one they edited and sent back to you?  How do you know you’re on the right version?  Then you can pick up the phone straight away with M-Files.  If I asked you to give Bloggs a call, you say great, what’s their phone number and there are the details at the bottom.  As the phone’s ringing, Bill picks up the phone and you can say, hey Bill I’ve got this report open on my desk what would you like tonight?  What a result.  How many times a day, do we need a document and a phone number and email and whether the attached invoice has been approved for payment or not?  Of course, and whether the date has changed?  Most of what we’re doing in a day is information and knowledge.  This brings the two together beautifully.

Notifying you

How did we notify you of this?  We’ve found the best place to do that is in Outlook.  We send and receive e-mails all day every day and we get email notifications telling us that we have a new assignment to do.  We get an email notification and it says call Bloggs, read the report.  That’s fine deadlines today, so I better get on with it.  Again, instead of going off in all those different areas, you can now click on it directly from your notification and it takes you straight to your assignment in M-Files.  Not only do we have the phone number available to us at the bottom, or other contact information as required, not only do we have the document that we need, open on the right-hand side, but the rest of their folder is open as well, in case they ask you something obscure.  This will be in your in tray forever, until you mark it as completed.  To do so, you simply pop a tick next to your name, hit save and we get a green tick on the clipboard.

Managing Office Workloads

As your boss, I might say, show me all assignments for yourself.  There is a list of six ones completed, the rest are outstanding.  I can see where you’re up to.  If I see that you’ve got too much work to do, or too little work, I can micromanage in trays to ensure that nothing gets missed.

Workflows

They are simple day-to-day tasks, which is great, but a lot of what we’re doing of course, is more complicated than that.  We are dealing with multiple steps and stages, often multiple people involved and different deadlines along the way.  One of the last things I’m going to show you, is a workflow that’ll bring all these different features together.  We’re going to create a new document, but instead of building a document from scratch, under our client files, a client has requested a quote.  What we will do is, we’ll simply do it from our client quote template and it’ll put it in the right spot.  M-Files fills out the bulk of the filing fields for me.  All we do is pop in today’s date and of course, it even sets up automatic naming.  We hit create and our quoting template is launched.  We’ve got your letterhead on top and again I’ve asked M-Files to fill out the bulk of the fields for me.  The quote for this course is $3000 and as quick and as easy as that, you have finished your quote and it is saved into the system like any other document.  It’s automatically named by what it is, who it’s for and the job.  The preview of it is shown on the right and the metadata for it is listed at the bottom.  We’ve also got this workflow area.  This workflow is a client quote processing workflow.  There’ll be dozens of different workflows built and created for you.  This one has been automatically assigned to me and I’ve received email notification.  The deadline I’ve been given is 24 hours and my job is to, please review the quote before it goes out.  I’m looking at it now and I can go in two different directions.  I can either say quote to be amended, please see comments, in which case it goes back to your desk, or in this case I can move it on saying, quote approved please book the room.  I’m happy with it I can decide.  When I click OK, if you look at who it’s assigned to, whose desk it’s on, it goes off my desk and it goes on to Karen’s desk.  Karen gets notified via email.  Her job is as the quote has been approved please book the room.  Karen does her job and she might say emailed today.  When Karen clicks ok it goes off her desk.  It’s on nobody’s desk as it’s been completed.  It’s a very simple and short workflow, but it gives you the idea that information can go through from person to person.  Each one of you does a certain job and then it goes on to the next person.  24 hours before my deadline I can be sent a reminder but 24 hours after I miss my deadline, you get notified.  We can put all sorts of rules around these workflows.  They can be very simple as demonstrated here or be more complicated and going in a series of different directions.  Depending on what it is you need, we will build and create these for and with you.  We’ll teach you how to maintain and manage them.

now the last thing I wanted to show you is being able to access the entire solution from any mobile device we’ve become a more and more mobile workforce what if you could access the entire filing system from any iPhone tablet PC Android device a web browser on a client site from wherever you are you can have the entire solution available to you now I can’t show you my mobile phone but I can play for your one minute video which I’ll do now that explains how this process works

Mobile/Web/Tablet Access

M-Files mobile access puts the information important to your business right at your fingertips.  No matter where you are, view documents on the go, like that purchase invoice that just came in.  Check it out, make sure everything is correct and approve it.  Greg in accounting gets emailed automatically.  You can pull the invoice up on his laptop and send the payment.  It’s seamless, mobile and available for download now.  It’s just one of the ways you can experience the magic of M-Files

As you can see from that, it brings it all together beautifully.  All your information and all your knowledge available to you from wherever you are.

Customisation/Implementation/Training

That’s an overview of the M-Files system.  What we have found most important from here is ensuring that you get these results effortlessly from day one.  Implementation is key.  The first thing we’re going to do is, we’ve found that you’ve got multiple staff, with multiple opinions and we need to bring it all together, align everybody to have one filing system, one methodology.  The first thing we will do at solving this, is that is we’re going to develop a procedures and process manual specifically for your RTO.  We will document what it is you do.  How do you process the mail?  What do you do with invoices, reports, course inquiries etc?  Whatever it is you do, we will custom build this document.  In our example, if we click on how do you process the mail, there’s your workflow.  This is a made-up example but if it was incoming mail and they are general documents, they will be opened at admin.  Admin will sort scan and file.  I’ve forgotten how to file, so I click on the word in blue and up come the filing instructions, written instructions in English, from our trainers not IT talk.  It’s not a technical manual.  These screenshots are a copy of your M-Files system, not our generic example here.  If someone starts new, tell them to read this.  This is how we operate.  We then take it further, where you make fields compulsory, where you must file by who it’s from, what it’s about, when it came in, or the system won’t let you file it.  You get to set as many or as few rules around the database to ensure it’s captured a certain number of ways.  We will then provide extensive implementation and training.  We will train one or two people there as M file system administrators, who will build and develop the whole system.  You’ll set up procedures, processes, passwords.  You’ll own it as a process in-house.  The ongoing maintenance of the system may be five minutes a month.  Once it’s up and running you simply make use of it.  We then train the balance of the staff in small classes of up to three people for four hours.  If we’re training you, processing your documents, through your scanners, based on your procedures and process manual, into your computers, then you’ll be at an expert level.  We’ll have everybody trained in back-to-back training sessions.  You go live the next day and you’re guaranteed to get your results.

Download a Trial/Quote

There you go, that’s an overview of the M-Files solution and all its features.  Depending on what you require, we would put together a customized proposal, specifically for, just what you need.  There is a fully functioning trial that you can download now if you wish, so you can play around with the system more and in your environment with your documents.  There is also an opportunity to get an instant quote if you’d like to know how much M-Files is and both of those options are available from our home page.  Of course, if you have any questions, drop me an email or give me a call.  We would certainly like to help you along this process and we look forward to working with you on this project.

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Jemma O'Neill Cradle Coast Authority

Karen is so awesome! She has inspired me to create an AMAZING M-Files.

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